Add Users in Adobe Learning Manager
In Adobe Learning Manager, users are learners who use the platform for learning or training. There are two types of users: internal users and external users.
Internal users are employees or team members from your organization.
External users are learners outside your company, such as customers, partners, vendors, or clients, who can access your learning content.
Adobe Learning Manager (ALM) allows administrators to onboard and manage both internal and external users using various methods, including manual entry, CSV upload, self-registration, and system integrations.
Internal users
Internal users in Adobe Learning Manager refer to employees or team members within your organization. You can add them manually, upload them in bulk, or import them through system integrations. After adding these users, you can organize them into groups, assign courses, and monitor their learning progress.
Users in Adobe Learning Manager can take on different responsibilities and manage various tasks based on their assigned roles. Each role, including Administrator, Author, Instructor, and Integration Administrator, offers a set of specific capabilities tailored to support the user’s responsibilities within the platform.
Methods to add internal users
Administrators can add internal users using the following methods:
- Add a single user: Manually add one user at a time.
- Self-Registration profile: Allow learners to self-register as learners in Adobe Learning Manager using a registration link created by the administrator.
- Bulk upload via CSV: Upload a CSV file to add multiple users at once.
Manually add an internal user
Administrators can manually add a user by providing their name, email, unique identifier, and manager’s name. The Unique Identifier in Adobe Learning Manager is a required identifier that administrators assign when creating a user. It must be unique for each user and serve as a consistent reference throughout the system.
To add a single user to Adobe Learning Manager:
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Log in as an administrator.
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Select Users, then choose Internal.
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Select Add, then choose Single User.
Administrator interface showing the option to manually add a single internal user -
On the Add User prompt, type the Name, E-mail and Profile (job title) of the user.
Fields to enter name, email, unique identifier, and profile for a new user -
Search for the user’s manager and select the name from the list of managers.
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Select Add.
The user receives a welcome email containing a login URL for access.
Allow self-registration for internal users
Self-registration is a self-service onboarding process where users can visit a registration URL, input their details, and automatically enroll in the platform. This method minimizes administrative effort by allowing users to register themselves through the provided URL.
To create a self-registration URL for a user:
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Log in as an administrator.
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Select Users, then choose Internal.
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Select Add, then choose Self-Registration.
Dropdown menu for selecting the self-registration option -
On the Add Self-Registration Profile prompt, type the profile in the Profile Name (Job title of the user) field.
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Select the user’s manager by searching for the manager in the Manager’s Name field. The manager assigned to the self-registration profile should be a registered user in Adobe Learning Manager.
Input fields for setting the profile name and assigning a manager to a self-registration profile -
Select an image using Add Image option. This image will be visible to the learners in the profile section.
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Select Save.
Adobe Learning Manager creates a user profile and generates a self-registration URL, which can be shared with the users to complete their registration.
Confirmation message indicating successful creation of a self-registration URL -
Share the URL with the users who want to self-register.
The URL can be shared with multiple users for registration. For example, you can generate a URL for the Sales Associate profile and share it with the Sales Associate team so they can register themselves.
Self-registration link opens a sign-up page
View the list of self-registration URLs
To view the list of self-registration URLs:
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Select Users, then choose Internal.
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Select Self-Registration.
Administrators can see the list of self-registration URLs.
List view showing existing self-registration URLs available for internal users
Bulk upload internal users
Administrators can add multiple users at once by uploading a CSV file with user information such as name, email address, and manager’s name. This bulk upload feature saves time and effort compared to adding users individually.
To add multiple users:
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Log in as an administrator.
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Select Users, then choose Internal.
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Select Add, then choose Upload a CSV.
Option to upload a CSV file for bulk user import -
Prepare a CSV file with the following fields:
- Employee’s Name*
- Employee’s Email*
- Employee’s Profile/Designation
- Manager’s ID/Email
(*) Required fields.
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Before adding a manager’s email ID for any employee, make sure the manager is already included as an employee in the CSV file. For example, see the employee named Howard Walters in the snapshot below.
Image of sample CSV with all the fields -
Upload the CSV file and map the data fields accordingly.
CSV mapping interface to align spreadsheet columns with system fields -
Select Save to import the users.
A confirmation message appears after the upload is successful.
Image shows the status of the CSV upload as successful
When uploading a CSV file to add users, it’s important to include all related information in the correct order. If you assign a manager’s email ID to an employee, the manager’s details must appear earlier in the CSV file. This ensures the system recognizes the manager as an existing user before linking them to their team members. For example, if Howard Walters is a manager, include his full user details in the CSV before listing employees who report to him.
Manage user registration
After adding users individually or in bulk, you need to register them to activate their accounts. This allows users to access Adobe Learning Manager and start using the platform.
To register the users:
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Select Users on the administrator home page.
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Select the checkboxes next to the names of the users you want to register.
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Select Actions, then choose Register.
Register button to activate selected users in Adobe Learning Manager -
Select Yes to activate the user.
A verification email is sent to the user. The user must select the link in the email to activate their account and start using Adobe Learning Manager.
External users
Adobe Learning Manager allows you to add users outside your company, such as customers, partners, vendors, or clients, to access the learning content. After they are added, you can group them, assign courses, and track their learning progress.
Adding external users in Adobe Learning Manager involves the following steps:
- Create an external registration profile
- Enable the registration profile
- Share the registration link with external users
- Pause or resume the profile when needed
Adobe Learning Manager supports enrollment of such users through external registration profiles.
To create an external user, follow these steps:
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Log in as an administrator.
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Select Users, then choose External.
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Select Add to create a registration for an external user.
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In the Add External Registration Profile dialog, provide the following:
- Profile Name: Type the name.
- Manager Email: Type the manager’s email address.
- Seat Limit: Set the maximum number of enrollments allowed.
- Expiry: Define the last date for new registrations. After it expires, the link will not work for new user registration.
Dialog box for entering profile name, manager’s email, seat limit, and expiration -
Select an image using the Add Image option. This image will be visible to the learners in the profile section.
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Select the Advanced Settings section to expand it and type the required details:
- Login Requirement: Type the number of days. If learners remain inactive for the entire period, they will be automatically removed.
- Allowed Domains: Type the comma-separated list of allowed email domains. Only users with email addresses from approved domains can sign up.
- Email Verification Required: Select this to enforce email verification during registration.
Advanced Settings panel to set login requirements, allowed domains, and email verification -
Select Save.
A registration URL is generated.
Enable the external profile
To enable the external profile:
- Locate the newly created profile in the list of external profiles.
- Select the Status toggle button to enable it.
The administrator can share this URL with the external partner so they can sign up and log in to Adobe Learning Manager using it.
Select the toggle to enable the external profile
Copy and share registration URL of external profile
The registration URL for an external profile can be copied from the External Users section.
Copy the registration URL of an external profile
Key differences between internal and external user registrations
There are a few differences between internal and external registrations:
Pause external registration profile
In Adobe Learning Manager, administrators can manage external user registration by pausing their profiles. This is helpful when you want to temporarily pause new users from joining using a specific external registration profile. Pausing a profile prevents users who have received invitations but have not registered yet from completing the sign-up process. This action does not affect users who have already completed their registration.
To pause an external profile:
- Select Actions in the upper-right corner of the External Users page.
- Select Pause to pause the external registration profile.
This blocks new registrations for users who haven’t accepted their invitations. Note that this action only affects users who have yet to complete their registration.
Option to pause an existing external registration profile from the Actions menu
Resume external registration profile
If an external profile was previously paused, administrators can resume it to allow new users to complete their registration. This reactivates the registration process for users who were invited but did not complete their sign up.
To resume an external user:
- Select Actions in the upper-right corner of the page.
- Select Resume to resume a paused partner’s access.
Option to resume a previously paused external registration profile
Monitor external seat usage
Administrators can track the number of users added to each external profile in Adobe Learning.
To check the used seats:
- Select Seats Used in the list of external profiles.
You can view the number of learners added to the partner organization and whether the learners are active.
Manage users
Administrators can edit user details, delete users, assign roles, and remove roles. This helps make sure each user has the right access and tasks.
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Edit a user
Use the Edit User option in Adobe Learning Manager to update a user’s profile information, such as name, email address, unique identifier, profile and manager’s name. Administrators can make these changes to ensure user data remains accurate and up to date.
To edit a user:
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Select Users on the administrator home page.
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Select the user you want to edit from the Users list.
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Select Edit Profile.
Delete User option under Actions menu to remove a user from the platform -
Select Yes to delete the user.
A confirmation message appears when the user is successfully deleted.
Assign a role to a user
User roles in Adobe Learning Manager define what actions each person can perform in the system. Each role comes with specific permissions based on the user’s responsibilities.
Adobe Learning Manager supports the following user roles:
- Administrator: Manages users and user groups, assign roles, and configure system-wide preferences such as data sources, allowed domains, and display options. Administrators are also responsible for creating and organizing learning content, tracking learner progress, generating reports, and setting up integrations with external systems.
- Author: Creates and manages content, including modules and courses.
- Manager: Oversees team learning activities, nominates team members for courses, approves requests, and provides feedback.
- Integration Administrator: Manages system integrations and data connections between ALM and external platforms.
- Custom roles: Administrators can create custom roles to give users tailored access based on their responsibilities. Refer to this article for more information about the custom roles.
To assign roles to users:
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Select Users on the administrator home page.
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Select the user you want to assign a role.
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Select Actions in the upper-right corner.
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Select Assign Role.
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Select the required role.
Assign Role menu options display available roles for the selected user -
Select Yes on the confirmation dialog.
Remove a role
Removing a user role revokes the permissions granted by that role.
To remove roles from users:
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Select Users on the administrator homepage.
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Select the user(s) whose roles you want to remove.
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Select Actions and then select Remove Role.
Option to remove assigned roles from a user under the Actions menu -
Select Yes on the confirmation dialog.